Transcript Canyons School District

March 19, 2014
Canyons School District
Semi-Annual Secretary Training
PURCHASING * FIXED ASSETS * WAREHOUSE
Helpful Hints from Purchasing
• Please order approved printers through Purchasing.
• Check out the School Supplies Catalog on the
Warehouse web page (go to the CSD main
page/Departments/Warehouse).
• Familiarize yourself with
the District Fiscal Year-End
Deadlines (on Purchasing
web page).
• Please collect p-cards for
employees leaving the
District and send to Gayle
Christensen in Purchasing.
Three (3) things we will would like to discuss today
pertaining to fixed assets are:
Definition and
Purpose
Receiving/
Inventory
Warranty
Definition & Purpose
FIXED ASSET DEFINITION: Fixed assets are
Property, buildings, vehicles, and equipment.
- They retain their original shape and appearance with
use.
- They have a life expectancy of over one (1) year.
- THEY MOST OFTEN REPRESENTS AN INVESTMENT OF
$500.00 OR MORE.
- All volume purchases resulting in a onetime reduced
price for items that normally are in the guidelines will be
bar coded (tagged).
Purposes of a Fixed Asset Program
Fixed asset inventory and tracking systems
are an essential part of maintaining
control of an organization’s assets.
Document ownership and helps provide
accountability for the public funds that
have been entrusted to the District.
Tracking fixed assets:
• Complies with State requirements
• Monitors and safeguards District
assets
• Provides proof of loss from vandalism
and maintains detailed records of all
assets in case of a catastrophic event
Receiving/Inventory
TRACKING OF FIXED ASSETS:
We are required to track all capital assets costing at least $2,000.00.
Some lesser value items known as “walkables” are also tracked –
A walkable cost between $500 and $2,000, and must be able to
be recharged or plugged in to an electrical source and can be
removed from a building with ease.
ALL iPads, tablets of all kinds, and laptops (chromebooks) will be tagged.
School/District equipment is not for personal use and should not leave
school grounds, with the exceptions of laptops and other small electronics.
EQUIPMENT DISPOSAL:
ALL District property is to be disposed of through surplus procedures. It
may not be discarded, destroyed, or given away. All unused surplus is sold
at auction.
All equipment must be inventoried,
preferably at the end of the school year.
The following assets must be inventoried and recorded:
All Technology Equipment, including but not limited to:
• New devices that support IT and are used in schools
• All PC’s and Macs
• All color printers and B/W over $500
• All network equipment
All District assets will be tracked in Skyward
NOTE: Any other items that a principal wants to track can be done using the
bar code scanner and library bar code labels (for example – library books,
iPods, document cameras, Apple TV’s, etc.)
MISCELLANEOUS TRACKING INFO:
• Legislative Money – Items purchased with Legislative Money stay with the
teacher as long as teacher is with CSD. If teacher leaves CSD, the item
stays with the District.
• Personal Items – Personal items must be labeled with employees name.
District is not liable for any loss or damage.
• Equipment Transfers – All transferred equipment must be accompanied
by proper Equipment Transfer Form signed by both principals.
• Missing/Lost Equipment – An asset is declared lost or missing after an
inventory of the property has been completed.
• Stolen Equipment – If an asset has been stolen, a Stolen Form needs to be
filled out and accompanied by a police report.
• Surplus Equipment – All surplus equipment must be accompanied by
Equipment Surplus Form signed by principal.
• Donated Equipment – All donated items must go through the Canyons
Education Foundation. Donated computer items must also be approved
by IT.
ALL FORMS ARE FOUND ON THE FIXED ASSETS WEB PAGE UNDER “FORMS”
CANYONS SCHOOL DISTRICT
Master Location Report
702 ALTA HIGH SCHOOL
LOCATION
BUILDING
FLOOR
ROOM
DESCRIPTION
702
1
1
1
NEW FIXED ASSETS
702
1
1
2
LOST ASSETS
702
1
1
3
PORTABLE JUNK
702
1
2
2407
HOME EC - OFFICE
702
1
2
2408
HOME EC - REST. KITCHEN
702
1
2
2409
HOME EC - PREPARE ROOM
702
1
2
2410
HOME EC - KITCHEN
702
1
1
CMMN
COMMONS ROOM
702
1
1
CNSLNG
COUNSELING
702
1
1
CUST
CUSTODIAL
702
1
1
KTCH
KITCHEN
702
1
1
MUSIC
149- MUSIC OFFICE
702
1
1
PESTOR
PE STORAGE
702
1
1
PEW139
WEIGHTROOM - EAST SIDE
702
1
1
PEW142
WEIGHTROOM - WEST SIDE
702
1
1
WCAGE
PE SOUND EQUIPMENT
702
1
1
YARD
702
P538
1
4
PORTABLE CLASSROOM
702
P644
1
2
PORTABLE CLASSROOM
702
P647
1
1
PORTABLE CLASSROOM
702
P650
1
3
PORTABLE CLASSROOM
702
BLEACH
CUSTODIAL
PEFOOT
FOOTBALL STORAGE(UNDER BLEACHERS,
BETWEEEN WEIGHTROOMS)
702
1
1
PEATHL
ATHLETIC STORAGE (GYM)
702
1
1
PECHEE
CHEER STORAGE (GYM)
702
BLEACH
1
PETRAC
TRACK STORAGE (NE TRACK)
702
1
1
PEMENS
MENS PE OFFICE
702
PEMBAS
1
PEMBAS
BASEBALL STORAGE (NEW BASEBALL FIELD)
Warranties
Warranty Information on PO’s
• Line item on purchase order for warranty
information
• Invoice date used to determine expiration
date of warranty
• Some warranties start when item is received
• When making a warranty claim or coverage is
in question, contact vendor on PO
Bar Coding of assets
has been
accomplished at
each District site
Thank you for your help. Please let us know
how we can assist you.
Canyons School District
Surplus/Transfer Flowchart
Surplus Process
1st
Product
purchased and used
by District
8th Warehouse staff
determines best
value on
merchandise
9th Products that are
still in good shape
will be available for
Internal transfer
Warehouse staff
removes products
10th Surplus form is
submitted to Fixed
Assets
3rd Employee fills out
all information on
Surplus form
6th Warehouse staff
prioritizes work
request and assigns
staff
11th Assets are
removed from
District inventory
4th Administrator
signs form
5th Surplus Form is
submitted into
Warehouse
2nd
Product no
longer used
7th
Transfer Process
1st School
determines it no
longer needs
merchandise
2nd
District
employee fills out a
Transfer Form
3rd
Form is signed
by Administrator
Warehouse
relocates
merchandise to
new location
Transfer form is
signed at new
location
5th Warehouse staff
prioritizes work
request and assigns
staff
Warehouse submits
paperwork into
Fixed Assets
4th Form is
submitted into
Warehouse
Fixed Assets
completes transfer
in database
Go to www.publicsurplus.com
Click on the Login link under the Public Surplus heading
After selecting the item
that you would like
delivered to your location
CLICK ON THE SUBMIT
BUTTON
What’s
Your Message?
Questions?